NOTICE OF VACANCY- PLEASE POST
JOB TITLE Computer Operator/Payroll Coordinator
POSITION STATUS Full-time, benefit-eligible, non-union position
REPORTS TO Director of Finance
SALARY Up to $45,000.00
SUMMARY OF POSITION
Under direction of Finance Director/City Auditor, performs all activities necessary to process the City’s payrolls, including maintaining related records, prepare tax reports and voluntary deduction reports, processing involuntary deductions such as levies and garnishments, preparing accounting transactions and documents, documenting and updating procedures, and preparing special reports for management. As the highest-ranking employee whose primary responsibility is payroll, incumbent is solely responsible for all payroll and related activities.
MAJOR DUTIES
Prepare and maintain all payroll and disbursement records, reports and files, and process and issue the payroll and pay checks.
Process payroll on a weekly/bi-weekly basis.
Input and audit payroll transactions
Maintain payroll records and employee files.
Prepare annual payroll schedule to include payments of stipends, free insurance weeks, etc.
Timely production and processing of payroll reports for the payment and filing of payroll taxes by Treasurer.
Prepare and review internal payroll reports
Proofread and reconcile all payroll-related accounting records to check for arithmetical accuracy, completeness and compliance of regulations.
Advise City on technical aspects of the payroll system and interprets laws related to payroll.
Resolve payroll issues and problems.
Reconcile general ledger accounts pertaining to payroll.
Update payroll job codes, payroll tables, pay codes, salary tables, etc.
Maintain controls for balancing of State Taxes; Federal Tax, insure correct year-end reports; submits final transmittals for both State and Federal information on or before deadlines.
Process accumulator gross verify monthly and resolve all issues.
Process quarterly 941 tax reports and process W2’s, 1099-R’s and W2-C’s.
Assist employees on all payroll related issues.
Process wage verifications and garnishment requests
Insure compliance with Federal, State, and local regulations
Composes memoranda and letters; prepares warrants and other accounting-related materials.
Inventory and order stock and supplies based on present and projected needs for payroll and related reports.
Process and post payroll voids.
Prepare and process Crystal Reports as required.
Process top 100 wage earner list for newspapers annually.
Create and maintain all logs and documentation.
Perform related work and other duties as assigned and as required.
MINIMUM QUALIFICATIONS – EDUCATION, TRAINING & EXPERIENCE
Equivalent of the completion of the twelfth grade, supplemented by course work or training in payroll or general accounting obtained through a community college, trade, or correspondence school. May be substituted with experience of a closely related nature. Five years’ experience of increasingly responsible payroll/accounting experience
DESIREABLE QUALIFICATIONS
Knowledge of principles, practices, and procedures of payroll and accounting.
Proficiency with the MUNIS payroll system, Crystal Reports, Microsoft Word, and Excel.
Strong written and communication skills.
Detailed oriented with excellent organizational skills.
Ability to effectively research and resolve payroll issues.
Knowledge of modern office practices and procedures.
Knowledge of data processing.
Proper English usage.
Basic knowledge of laws pertaining to payroll.
Relevant experience in record-keeping techniques.
CREDENTIALS AND/OR SKILLS AND ABILITIES
Knowledge of:
Ø Mechanics of the payroll system; basic knowledge of payroll rules and regulations.
Ø Principles, methods and practices of financial record keeping, and employment contracts. Federal and State laws, Massachusetts General Laws relating to municipal finance, department policies and procedures relative to salary administration.
Ø Modern office automation procedures and practices. Proper English usage, spelling, grammar and punctuation.
Ability to:
Ø Apply laws, policies, and contract provisions pertaining to payroll procedures.
Ø Analyze situations accurately and adopt an effective course of action.
Ø Analyze complex financial data and prepare accurate records and reports.
Ø Perform payroll-related duties requiring independent judgment and initiative under the stress of strict deadlines.
Ø Perform calculations and post data rapidly and accurately. Assure that assigned tasks are completed within time or reporting deadlines.
Ø Operate computer equipment and standard office machines.
Ø Communicate clearly and concisely both orally and in written form.
Ø Maintain a positive and effective working relationship with employees and others contacted in the course of work.
Ø Perform clerical work of above-average difficulty with minimum supervision.
Ø Maintain accurate files and records.
Ø Be flexible and receptive to change.
PHYSICAL REQUIREMENTS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals to perform the essential functions.
While performing the duties of this job, the employee is required to sit for extended periods of time, use hands to finger, handle or feel objects, such as a keyboard, standard office equipment and use a telephone. The employee is required to see and hear. The employee is required to stand, bend, reach, push, pull, move and lift or carry up to 25 pounds to waist height.
WORK ENVIRONMENT:
Employee in this position will be required to work indoors in a standard office environment and come in direct contact with other City employees, and the public. The noise level in the office is usually moderate.
Interested individuals are encouraged to apply. Please submit application in person to the Human Resources Office, 120 Washington Street, 4th floor, Salem, MA 01970, NO LATER THAN THE CLOSE OF BUSINESS DAY, WEDNESDAY, NOVEMBER 4, 2009.
__________________________________
Lisa B. Cammarata, Esq., PHR, Director,
Human Resources
DATED: October 26, 2009
The City of Salem is an equal opportunity employer.
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